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HansaManuals Home >> Standard ERP >> Purchase Ledger >> Payment Register

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Juhend HansaWorld Enterprise'i versioonile 4.0

Entering a Payment

In the Purchase Ledger or Cash Book module, select 'Payments' from the Registers menu, or click the [Payments] button in the Master Control panel.

The 'Payments: Browse' window is opened, showing Payments already entered.

Payments are numbered consecutively. In the list, the Payment Number is followed by check marks if the Payment has been Ordered or approved, by the Transaction Date, any reference, the total amount of the Payment and its Currency. The last two columns do not contain values for mixed-Currency Payments.

To enter a new Payment, click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Macintosh) keyboard shortcut. Alternatively, highlight a Payment similar to the one you want to enter and click [Duplicate] on the Button Bar.

The 'Payment: New' window is opened, empty if you clicked [New] or containing a duplicate of the highlighted Payment.

The principle for entering a Payment is that you know the following facts:

How much has actually been withdrawn; and
any extra fees charged by the bank.

In the case of payments in Currency, in order for the accounts payable to balance, the possible rate loss or gain must be posted to a separate Account, not the basic Creditor Account. Exchange Rate Loss and Gain Accounts are specified on card 2 of the Account Usage P/L setting. The balancing must usually take place against the Exchange Rate:bank fees and the amount withdrawn cannot be changed.

Hansa provides several shortcuts to simplify your work entering Payments. You may for example enter the current date into a date field using 'Paste Special' (Windows and Linux users should press Ctrl-Enter, Macintosh users ⌘-Enter). The 'Paste Special' function is always available to simplify the entering of Account Numbers, Supplier Numbers, Payment Modes etc. When a transaction window is open for data entry, you also have the Operations menu available to the right in the menu bar. This menu is described here.

First a run-through of the fields.

No.: Paste Special Select from another Number Series; The serial number of the Payment: Hansa will enter the next unused number from the number sequence allocated on the 'Ser Nos' card of the user's Person record or from the Number Series - Payments setting. You may change this number, but not to one that has already been used.; If you have used the Payment Modes setting to define separate number sequences for each Payment Mode, the Payment Number will be determined by the default Payment Mode and will change if the Payment Mode is changed. Number sequences defined in the Payment Modes setting are not shown in the 'Paste Special' list.
Pay. Date: Paste Special Current Date; The date when you want the Payment to be executed.; Once a Payment has been Ordered, it is still possible to change the Payment Date. When the Payment has been approved, however, no further changes are possible.
Trans. Date: The date of the Nominal Ledger Transaction resulting from this Payment. This date is always the same as the Payment Date and cannot be changed independently.
Pay. Mode: Paste Special Payment Modes setting, Sales/Purchase Ledger; The Payment Mode determines the Nominal Ledger Account to be credited by the Payment.; On a single Payment record it is possible to enter payments to different Suppliers against different Invoices. It is also possible to enter payments across Payment Modes: specifying a Payment Mode for any of the individual payments in the grid will override that entered here.; If you have used the Payment Modes setting to define separate number sequences for each Payment Mode, the Payment Number will be determined by the default Payment Mode and will change if the Payment Mode is changed.
Own Bank No.: The number for the bank account you want to use for the Payment. This information will be brought in from the Payment Mode record.
Sort Code: The Sort Code (branch number) of the bank where the account is held.
Reference: This field can be used if you need to identify the Payment by any means other than the Payment Number (e.g. a bank reference in the case of credit transfers or BACS payments).; The Reference is shown in the 'Payments: Browse' window, allowing you to search for a Payment with a particular Reference. The Payment Journal report can also be used to list Payments with a particular Reference. This Reference will be copied to the Reference field of any Nominal Ledger Transaction generated from this Payment.
Supp. Info. on Trans.: When a Nominal Ledger Transaction is generated automatically from this Payment, use this option if you would like to have the Payment Number, Payment Date and Supplier shown on flip E of the Transaction. This applies to the posting to the Creditor Account only.; The check box will be on by default if you are using the Supp. Info. on Trans. option on card 1 of the Account Usage P/L setting.
Comment: Default taken from Payment Mode; The text for the Payment Mode. This text may be changed.

Use the grid area that takes up most of the screen to list the Purchase Invoices being paid by this Payment. A single Payment can be allocated to several Invoices, and/or feature payments in different Currencies and Payment Modes. The Payment Mode reflects not only the payment method (i.e. cheque, cash or credit card) but also the Bank Account credited. So, all payments issued in a single day can be entered using a single Payment record, irrespective of Currency and of Payment Mode.

If you need Hansa to print a remittance advice and/or a cheque, separate such forms will be printed for each Supplier included in the Payment record.

Each record in the Payment register results in one Nominal Ledger Transaction, with bank or other institution as credit Account.

Flip A

No.: Paste Special Open, approved Purchase Invoices, Purchase Invoice register; The number of the Purchase Invoice being paid. On entering an Invoice Number, the Currency, if any, of the Invoice will be brought in and, if the Invoice qualifies for an early settlement discount, a discount row is inserted automatically, together with a suggested discount amount. This is calculated using the formula specified for the appropriate Payment Terms record.; Note that when using 'Paste Special' only unpaid Purchase Invoices will appear in the selection list. However, Purchase Invoices against which an unapproved Payment has been entered are treated as unpaid (unless the Payment's Ordered box is checked) and thus will be listed. Sorting the 'Paste Special' selection by Supplier will allow you to find the Invoice that is being paid quickly and easily.; If the Payment is a Prepayment or On Account Payment to a Supplier with whom you have an account (marked using the On Account box on the 'Terms' card of the Supplier screen) for which an Invoice has not yet been received, this field should be left blank. An entry can be made to the Prepayment Number field on flip E instead. This is fully described on the On Account Payments and Prepayments page.
Supplier: Paste Special Supplier register; Default taken from Purchase Invoice or Purchase Order; Entered by Hansa when the Invoice Number is entered (or when a Prepayment Number that is also a Purchase Order Number is entered on flip E).
Text: The Supplier's Name is entered by Hansa, from the Supplier register. You may change this if you wish. It will appear in the Text field of the Nominal Ledger Transaction.
B. Cur: Paste Special Currency register, System module; Default taken from Sent Currency; The Bank Currency: enter the Currency of the amount as issued from the bank.; So far as the accounting of the Bank Amount is concerned, it does not matter whether the Sent Currency, the home Currency or the Currency of the Bank Account (specified in the Account register in the System module) is entered here, since the resulting Nominal Ledger Transaction will contain values in all appropriate Currencies. However, it is recommended that all rows on the same Payment use the same Bank Currency so that a total amount is shown in the Withdrawn field and in the 'Payments: Browse' window. In smaller companies, this can help maintain a mental picture of the cash flow situation.; If there are any bank charges attached to this particular payment, they should be entered to the Bank Fee field on flip I in the Currency specified here.
Bank Amount: Default taken from Sent Value; The amount paid, expressed in the Bank Currency. If the Currency is changed, the Bank Amount is converted using the current conversion rates: these cannot be modified for an individual payment. Do not use this field to subtract bank fees from the amount paid: the Bank Fee field on flip I is provided for this purpose.; In normal circumstances, you should not change the Bank Amount and Currency. In the case of partial payments or overpayments, change the Sent Value (described below) and the Bank Amount will be altered automatically by Hansa, taking exchange rates into account if necessary. If you change the Bank Amount, the Sent Value will not be updated automatically, so such an alteration should only be made in exceptional circumstances. Examples might be when you know that the exchange rate that will be levied by the bank is different to the latest rate in Hansa, or when you know the exact amount of the Payment as deducted from your bank account. Changing the Bank Amount is therefore effectively the same as changing the exchange rate for a single Payment row.
S. Cur: Paste Special Currency register, System module; Default taken from Purchase Invoice; The Payment Currency: enter the Currency you intend to use in paying the Supplier. The default is to the Currency used on the Purchase Invoice: any other Currency can be used if necessary. If the Currency is changed, the Sent Value is converted using the current conversion rates: these cannot be modified for an individual payment.; If you want to ensure that all rows on a particular Payment have the same Sent Currency, check the Do not allow Payment rows with different Sent Currencies box in the Payment Settings setting.
Sent Val: Default taken from Outstanding amount on Invoice or Purchase Order total; The amount paid, expressed in the Sent Currency. The default can be changed, in the event of partial payments or overpayments. If the Currency is changed, the Sent Value is converted using the current conversion rates: these cannot be modified for an individual payment. If the amount is altered before the Currency, the conversion will apply to the altered amount.; When a Prepayment Number that is also a Purchase Order Number is entered on flip E, the Order total will appear here.

Flip B

PI. Cur: The Purchase Invoice Currency is the Currency used on the Invoice being paid. This field cannot be changed.
Open Inv. Value: The outstanding amount of the Invoice being paid, in the Purchase Invoice Currency. This field cannot be changed.
PInv Val: The amount being paid, in the Purchase Invoice Currency.

Flip C

Objects: Paste Special Object register, System module; Default taken from Purchase Invoice ('Other' card) or Supplier; Up to 20 Objects, separated by commas, can be assigned to this Payment and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.; Any Objects specified here will be assigned to the debit posting to the Creditor Account in the Nominal Ledger Transaction generated from this Payment. Objects assigned to the credit posting to the Bank or Cash Account will be taken from the Payment Mode.; If a Purchase Invoice Number is specified on flip A, the Objects will be taken from the ('Other' card of that Purchase Invoice. If no Purchase Invoice Number is specified (i.e. it is an On Account Payment or a Prepayment), the Objects will be taken from the 'Accounts' card of the Supplier if the Objects on On Account A/C option on card 1 of the Account Usage P/L setting is being used.

Flip D

P. Mode: Paste Special Payment Modes setting, Sales/Purchase Ledger; Enter a Payment Mode, if different from the Payment Mode entered in the header. This allows different payments on the same Payment to be credited to different Bank Accounts.
Cheque No.: Record the number of the cheque used for the Payment here.; To generate a Cheque Number automatically, ensure the cursor is in the appropriate row and choose 'Assign Cheque Number' from the Operations menu. The next number after that in the last Payment entered will be placed in this field.; If a cheque is printed using the 'Cheque Documents' or 'Payment Forms' options of the 'Documents' function, the cheque number will be recorded here automatically.; If the Type of the Payment Mode is "Own Cheques", this field cannot be left blank. It should contain the Serial Number of a record in the Own Cheques register: use 'Paste Special' to ensure the correct record is specified.

Flip E

Order No.: Paste Special Purchase Order register; If the payment is a deposit against a Purchase Order, you can enter the number of the Purchase Order to this field or to the Prepayment Number field immediately to the right. If you enter it here, the Supplier on flip A will be changed to that of the Order, the Bank Amount and Sent Value will be changed to the Order total, and the Order Number will be copied to the Prepayment Number field. Please refer to the description of the Prepayment Number field below for full details.
Prepay. No: Paste Special Purchase Order register; If the payment is a Prepayment (i.e. one where it is not possible to specify an Invoice Number on flip A), an entry should be made to this field. This can be a number of your own generation, a reference given to the prepayment by the Supplier or, preferably, the number of the Purchase Order against which the deposit has been issued. If a Purchase Order number is used, the Supplier on flip A will be changed to that of the Purchase Order, and the Bank Amount and Sent Value will be changed to the Order total.; When the Invoice to be set against the Prepayment is received, the two can be connected using the 'Connect to Prepayment' function on the Operations menu of the Purchase Invoice screen. This is fully described on the On Account Payments and Prepayments page. If a deposit or prepayment exists without a Prepayment Number, it will not be listed in the 'Paste Special' window available from that field and connecting it to an Invoice will be more difficult. Prepayments that do not have a Prepayment Number will not be shown in the Prepayment History report.; It is not compulsory to make an entry to this field if the Invoice Number field on flip A is blank. If you would like to make it so, turn on the Use Prepayments, not On Account option on card 1 of the Account Usage S/L setting. This will also apply to the equivalent field on flip C of the Receipt screen in the Sales Ledger.; It is not necessary to enter a unique number to this field. This allows you to issue more than one deposit against an individual Purchase Order. However, using a Prepayment Number more than once may make the Prepayment History report difficult to understand, and may make it difficult to link a particular Prepayment to an Invoice using the 'Connect to Prepayment' function. Therefore you may wish to use the Force Unique Prepayment Numbers option, on card 1 of the Account Usage P/L setting. This will mean that once a Prepayment Number has been used in an approved Prepayment, you will not be able to use it again.

Flip F

VAT, V-Cd: These fields are provided to satisfy a requirement of users in Latvia, where it can be necessary to post VAT on Payment. This is also the case for users of the Cash VAT scheme in the UK. If the Book Payment VAT option in the Account Usage P/L setting is being used, the VAT Code and VAT Amount will be brought in automatically from the Invoice (the VAT Code comes from the first row of the Invoice). When the Payment is approved, the VAT amount will be moved from the temporary VAT Input Account to the final one (the I/P Account), as specified in the VAT Codes setting in the Nominal Ledger.; If you would like VAT to be posted from Prepayments, you should check the Book Prepayment VAT box on card 1 of the Account Usage P/L setting. When you enter a Prepayment Number (on flip E) that is also a Purchase Order Number, the VAT Code and VAT Value will be brought in automatically from the Order (the VAT Code comes from the first row of the Order) . If you enter a Prepayment Number that is not a Purchase Order Number, you should enter a VAT Code manually. The VAT Value will then be calculated from the Sent Value. In both cases, the VAT Value will be credited to the On Account VAT Account and debited to the Prepayment VAT Account specified on card 2 of the Account Usage P/L setting.; Take care with these fields when entering On Account Payments. VAT will not be posted from On Account Payments (Payments that do not have an Invoice Number or a Prepayment Number). Therefore, if you are using the Cash VAT scheme, you should not use On Account Payments. Instead, you should enter a VAT Code manually and specify a Prepayment Number that is not a Purchase Order Number, as described in the previous paragraph. If you leave the VAT Code blank, the Nominal Ledger Transaction resulting from the Prepayment will not have a VAT element.

Flip H

To Bank A/C.: The number of the Supplier's bank account receiving the Payment is brought in from the 'Other' card of the Purchase Invoice or from the 'Accounts' card of the Supplier record.
Sort Code: The branch number of the bank holding the Supplier's bank account is brought in from the 'Other' card of the Purchase Invoice or from the 'Accounts' card of the Supplier record.

Flip I

Bank Fee: Enter any fee charged by the bank for this payment. This figure should be in the Bank Currency. Bank fees will be debited to the Bank Fee Account specified on card 1 of the Account Usage P/L setting. In calculating the value of the credit posting to the Bank Account specified in the Payment Mode, the Bank Fee will be added to the Sent Value. The Sent Value will be debited to the Creditor Account.; Note that this field allows you to specify a Bank Fee for each row (or for a single particular row) on the Payment, remembering that each row can have a different Payment Mode and therefore a different credit (Bank) account. If you want to record a single Bank Fee for the entire Payment, use the 'New Fee' function on the Operations menu.
B. Cur. 1: The amount paid, expressed in Base Currency 1.; In normal circumstances, the Bank Amount and Sent Value fields on flip A are sufficient to express the value of the Payment. If the Sent Currency and Bank Currency are different, the Nominal Ledger Transaction resulting from the Payment will contain values in all appropriate Currencies, converted using the latest Exchange and Base Rates.; If you know the exact amount of the Payment in Base Currency 1 as withdrawn from your bank account (i.e. you know the exchange rate that will be levied by the bank), you can either change the Bank Amount or you can enter the exact figure in Base Currency 1 here. The first of these choices will post to the Bank Rate Gain or Loss Account (specified on card 2 of the Account Usage P/L setting), while the second will post to the Rate Gain or Loss Account. Please click here for full details and an example.; This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).
B. Cur. 2: The amount sent, expressed in Base Currency 2.; This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).

Footer

Ordered: The Ordered and OK check boxes are provided to allow for the delay between the issuing of a Payment and the clearing of the funds from your company's bank account. Checking the Ordered box indicates that a Payment has been issued, while checking the OK box indicates that the funds have been cleared. The Ordered box must therefore be checked before the OK box.; When a Payment is saved with its Ordered box checked, the Invoice being paid is no longer treated as open, even if the OK box is not checked.; If, once a Payment has been issued, it transpires that the funds are not cleared from your company's bank account (perhaps because the cheque bounced or was lost), highlight each row in the Payment in turn by clicking the row number. Then, press the Backspace key. A red line is drawn through the row, re-opening the Purchase Invoice.
OK: Payments are approved by clicking this check box. On clicking [Save] to save the Payment, if so determined in the Sub Systems setting in the Nominal Ledger, a Transaction will be generated crediting the Bank Account specified for the Payment Mode and debiting the Creditor Control Account of the Invoice being paid.; References in these web pages to approved Payments are to Payments whose OK check box has been switched on.
Currency: If the Bank Currency for all rows on the Payment is the same, that Currency is additionally shown here so that it can be displayed in the 'Payments: Browse' window.
Withdrawn: The sum of the Bank Amounts: the total for this Payment. This field only contains a value if all rows on the Payment feature the same Bank Currency.

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